HIPAA Compliant Cloud Fax: Complete Security Guide for Healthcare

Name: Fax.Plus HIPAA Fax
Brand: Fax.Plus
Rating: 4.7 (8490 reviews)

Cloud Fax Advantages for Healthcare Organizations

Cloud faxing gives healthcare organizations a secure foundation. It relies on encryption, identity management, access policies, and verifiable logs, so even intercepted messages remain unreadable. This sets the stage for the key advantages.

Enhanced Security with Digital Safeguards

Cloud fax protects PHI end-to-end. Data is encrypted in transit and at rest, access is role-based, and every action is logged. You can set retention policies and require MFA for all users. Resulting in fewer accidental disclosures.

Cost Efficiency and Scalability Benefits

Retire phone lines, analog adaptors, and maintenance contracts. Pay for usage, scale for surge months, and avoid onsite repairs. Most teams reduce total cost of ownership while improving reliability.

Remote Access and Mobile Workforce Support

Clinicians can send and receive from anywhere without waiting at a machine. Mobile apps and web access keep care moving.

Integration with Modern Healthcare Technology

Use secure APIs and email-to-fax controls to connect EHR, CRM, and ticketing systems. Route faxes straight to patient charts, intake queues, or archives without printing.

Cloud Fax vs Traditional Fax: Healthcare Security Revolution

Traditional machines were built for convenience, not confidentiality. They create uncontrolled copies, expose PHI in public areas, and cannot prove who saw what. For example, a referral printed on a hallway fax machine. Anyone passing by can read it. No login, no audit trail, no encryption.

With Cloud fax, that referral arrives encrypted, alerts the right team, and is visible only to authorized staff through the secure web or mobile app. An audit log records access, and HIPAA mode keeps PHI out of email. Staff don’t need to waste time chasing paper and worry about breaches or penalties.

Traditional Fax

Encryption in transit/at rest

Yes

Role-based access

Audit trail

Yes

Identity logs

Audit trail

Busy signals

Parallel delivery

Common

PHI exposure risk

Low

High (Paper)

Scaling across sites

Central admin

Hardware per site

Upkeep

Technician visits

Cost

Low: Monthly fee

High: Toner, phone lines

Switch to Fax.Plus!

Switch to Fax.Plus

Fax.Plus: Leading HIPAA Compliant Cloud Fax Service

Fax.Plus is a HIPAA-compliant cloud fax platform with strong encryption, granular admin controls, and BAAs for covered entities and business associates. Fax.Plus reduces risk while keeping teams productive.

Meets HIPAA requirements. HIPAA mode contains PHI within the secure portal. A signed BAA is available for covered entities and their business associates.
Stores data in highly secure centers across multiple countries, with the ability to choose a storage location to meet regional data residency laws.
Uses 256-bit Advanced Encryption Standard (AES) for data at rest and in transit.
Supports role-based access.
Provides delivery confirmations and instant retry on busy lines for reliable transmission.

Get HIPAA Fax

Try Fax.Plus for Free

Why Fax.Plus for Healthcare?

Rapid Access to PHI Records and Document Management

Route inbound faxes to specialty inboxes (for example, Referrals or Authorizations) for faster triage. Apply retention policies and export to your archive system.

Centralized Administration for Multi-Location Practices

Manage numbers, users, roles, and retention rules from one console. Least-privilege access ensures staff see only what they need.

Offline Fax Reception and Global Coverage

Inbound faxes are received and stored securely, even during local outages. Global numbering and delivery support distributed care teams.

Seamless Number Porting

Bring your published fax numbers with zero downtime. Use placeholder numbers to start immediately, then cut over when porting completes.

Migrating from Traditional Fax to Fax.Plus cloud fax

Switching fax services doesn't have to disrupt your clinic. Here's a simple migration plan:

Create an account on Fax.Plus and purchase an enterprise plan.

Fax.Plus provides a straightforward process to port in numbers with minimal downtime.

Set up Fax.Plus to become HIPAA compliant:

Meet data residency requirements by selecting the appropriate data center location in the compliance tab.
Activate advanced security controls to further secure your account.
Request and sign a Business Associate Agreement (BAA) to officially mark your account as fully HIPAA compliant.

Brief your team, ensuring a seamless transition and continuity of patient care.

FAQs

Do I need a BAA for HIPAA HIPAA-compliant cloud fax?

Yes. If you are a covered entity or business associate handling PHI, you should have a signed BAA with your cloud fax provider. Fax.Plus offers BAAs as part of HIPAA-enabled plans.

Will cloud fax integrate with our EHR?

Yes. Many healthcare teams use our API to send and receive faxes to patients. Your IT team controls mapping and permissions.

How do audit logs help during investigations?

Audit logs show who accessed, sent, received, or deleted a fax and when. This supports HIPAA’s accounting of disclosures and internal investigations.

What if multiple faxes arrive at once to the same number?

Cloud fax handles parallel inbound delivery, so you avoid busy signals. Each fax is captured, timestamped, and routed per your rules.

How do we justify the cost vs a physical machine?

Eliminate phone lines, toner, and maintenance visits. Reduce risk of breaches and time lost to busy signals. Scale without new hardware. Most organizations see lower total cost of ownership and better compliance.

What security settings should we enable on day one?

Require SSO or MFA, create least-privilege roles, enable HIPAA mode if you handle PHI, set retention windows, and schedule monthly audit log reviews.

Discover Fax.Plus,
HIPAA compliant fax solution.

Want to see how our cutting-edge faxing solution can help your healthcare organisation?
Schedule a demo and one of our representatives will contact you for a customized demonstration.

Schedule a Demo

ALOHI Products

solutions

E-Signature AI Phone Online Faxing Mobile Scanner Enterprise E-Signature Enterprise Faxing

pricing

Sign.Plus Pricing Dial.Plus Pricing Fax.Plus Pricing Bundle Offerings

DEVELOPERS

Developer Center Sign.Plus API Fax.Plus API Free Developer Account

Resources

Help Center Blog Release Notes System Status

Company

About Alohi Press Careers Affiliate Program Legal Contact Us

Trust & Security

Trust Center Security Overview Compliance Data Residency E-Signature Legality Guide

Built with support from

Schweizerische Eidgenossenschaft
Confédération Suisse
Confederazione Svizzera
Confederaziun Svizra
Swiss Confederation
Innosuisse - Swiss Innovation Agency

HIPAA Compliant Cloud Fax

Complete Guide for Healthcare